Volunteer onboarding software: The smart way to recruit and retain volunteers

We all know that application numbers are only one (not very meaningful) measure of a successful volunteer recruitment plan. What really matters is how many start and, crucially, how many stay. 

Research by NCVO shows that volunteer satisfaction is strongly linked to retention. The Time Well Spent survey found that 81% of satisfied volunteers said they were likely to continue, compared with just 26% of dissatisfied volunteers.

A volunteer’s experience of your charity starts the moment they hit ‘apply’. And the difference between a mediocre onboarding journey and one that makes the volunteer feel part of the team from day one can determine their long-term commitment.  

When applicants hear back quickly, know what’s next and stay updated, they feel valued even before they step into the role. And references, ID checks and compliance completed within days rather than weeks keeps the momentum going. So fewer applicants lose interest and more volunteers start sooner - engaged and committed.  
These best practice strategies are likely things you already know. But putting them into practice requires making onboarding a central part of your volunteer recruitment plan:

• A straightforward online application process that flows directly into onboarding
• Structured workflows that move volunteers efficiently from checks to induction
• Timely, personalised communication at every stage

And experts at Charity Digital believe volunteer onboarding systems and software hold the key:

“Effective volunteer management allows charities to improve their relationships with volunteers, streamline internal and external processes, improve overall return on investment, and make the full use of the skills and services that volunteers provide."

First, what is volunteer onboarding software?

Software that supports recruitment, management and retention of volunteers through a centralised, automated system that prioritises volunteer experience and eases pressure on volunteer teams.  

From recruitment to rotas, the best volunteer onboarding software brings it all together in one place. It saves admin time, speeds up onboarding and makes applicants feel part of the team before they’ve even started.  

• Frictionless recruitment with less time managing applications 

Easy to find and filter volunteer opportunities sit on your website. Uploading and updating ads is straightforward. And a simple application process powered by an integrated portal makes the recruitment process smooth for everyone. 

• Faster onboarding without the onerous paperwork

Triggered workflows kick in the moment an application is received, getting things moving straightaway. Next steps, such as ID checks, references, and compliance are automated. While real-time tracking lets teams see where an applicant is in the process and quickly unblock bottlenecks. Charities using Access Assemble often tell us that volunteers get started in days rather than weeks.

• Better engagement in less time 

Automated emails that feel personal keep applicants updated every step of the onboarding journey. From acknowledging their application to outlining next steps and friendly notes that make them feel welcome. The best onboarding software uses in-app messaging to keep volunteers informed and involved once the formalities are complete.

When the National Autistic Society first spoke with us about their volunteer management, they were struggling with fragmented information across scattered systems in different locations. Volunteer experiences were inconsistent, onboarding could take weeks and drop-off wasn’t unusual. Since using Access Assemble, they’ve seen great results.   

“We're now able to onboard volunteers within a few days of applying and the stages of recruitment through Assemble mean nothing is missed. The average time it takes to clear a volunteer to start has been reduced from approximately a month to two to three days depending on the role."

Read their story

If you’re thinking about how to recruit volunteers for your charity more effectively, the answer isn’t doing more. The charities seeing better recruitment rates and stronger volunteer retention are delivering exceptional onboarding experiences with the help of volunteer onboarding software like Access Assemble. 

They’re not only getting volunteers started sooner, but volunteers are arriving already feeling valued and involved. And volunteer management teams have the time to build on those relationships and turn recruitment into long-term retention. 

By investing in how you recruit volunteers for your charity, you can go beyond filling roles to attracting the right volunteers and keeping them long-term.